Assistant Facilities Manager

Job Title

Assistant Facilities Manager

Job Description Summary

Under the supervision of the Facilities Manager, the Assistant Facilities Manager supports the facilities organization at a specific location, set of buildings, or campus environment. The Assistant Facilities Manager is charged with supporting the day-to-day implementation of policies, procedures, programs and workplace services delivery that provides a well-managed and well-maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

* Supervise daily maintenance, work orders, and vendor activity

* Act as a visible campus presence, ensuring a white-glove hospitality experience

* Support small projects, moves, and space refreshes

* Monitor service quality, safety, and cleanliness standards

* Assist with reporting, inspections, and cost control initiatives

* Serve as first escalation point for operational issues

* Ability to produce clear operational communications, reports, and PowerPoint presentations related to facilities operations, projects, and workplace initiatives. Strong attention to detail and the ability to align messaging, visuals, and data for consistency, clarity, and impact.

* Ensure the day-to-day operations of the campus, including janitorial, life-safety, engineering, site services, and general maintenance are implemented and carried out in a manner consistent with C&W policies and client directives. Ensure all contracts are reviewed on a regular basis and are bid out as required and confirm invoices match contract pricing

* Supervise maintenance programs relating to the interior and exterior conditions and appearance of the property

* Respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address and resolve needs and problems

* Compile information necessary to ensure all site-specific documentation and reports are completed accurately and on time, including (and as applicable):
Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year- end Performance Report and other reports and documentation as required

* Supports preparation of the annual budget, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the campus as directed

* Expected to be thoroughly familiar with the management contract, vendor agreements, and other building/facility contracts and all requirements contained therein

* Monitor and ensure that vendors comply with insurance requirements

* Perform/Inspect the facility, systems, rooms, common areas, etc. and report back any findings or issues voia the work order system

KEY COMPETENCIES

1. Communication Proficiency (oral and written)

2. Technical Proficiency

3. Problem Solving/Analysis

4. Leadership

5. Teamwork Orientation

6. Relationship Management

7. Financial Management

EDUCATION

* Associate's degree in facilities management, building, business or other related field required

* Bachelor's degree preferred

IMPORTANT EXPERIENCE

* A minimum of 3-5 years relevant experience, preferably in commercial or industrial real estate with facility management experience required

* Experience in maintenance, construction, engineering and all facets of property operation and building management preferred

* CMMS/Work Order Management experience is preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

* Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended; other Engineering, Business or technical training or certifications a plus

* Ability to read and understand construction specifications and blueprints

* Proficient in understanding management agreements and contract language

* Skilled in Building Management Systems maintenance and monitoring

* Excellent computer and systems knowledge;
Strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)

* Strong discipline of financial management including financial tracking, budgeting and forecasting

* Knowledge of Financial Systems (Yardi a plus)

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to travel outside between properties in varying weather conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an…